Administrative Assistant

Job description / Role

Company’s Management Responsibilities:
- Assisting Admin Manager
- Assisting the Admin Manager in proper implementation of the company’s procedures and policies
- Follow?up the Maintenance Contracts, IT, office supply
- Ensuring proper coordination between all departments to guarantee efficient and streamlined operations / processes
- Assist in appropriate communication between the company and head office.
- Assist Admin Manager in filing all relevant documents.

Import / Export Responsibilities:
- Ensuring that the purchasing process is well implemented
- Monitoring the timelines / promptness of Orders Entry and Purchase Entry transactions related to local PO’s
- Follow-up Purchase Receipts against supplier invoice and monitoring the processing of resulting claims.
- Assisting in preparation of Customer Situation. Following?up the details in coordination with Country Manager.

Treasury / Cash Flow Management:
- Assisting in preparing Export / Import L/C’s , Bid & Performance Bonds and Guarantees and maintaining the outstanding list
- Assisting in following-up with customers L/C issuing, amendments, negotiations, payment, undertaking... etc.

Human Resources:
- Assist the Admin Manager in all necessary follow?up with PRO or HR issues
- Assisting in the Employees performance Appraisal process.
- Ensuring that accurate Job descriptions are in place
- Assisting in organizing staff training sessions
- Coordination and follow-up with recruitment agencies and coordinate with Admin Manager and HR( Head Office)
- Issuance of memos related to personnel in coordination with Admin Manager and Country Manager
- Follow-up Leaves reports (sickness, vacation)

Warehouse:
- Assisting Admin Manager in the logistics process at the warehouse
- Assisting in coordinating the Inventory Reconciliation Process

Requirements

- Around 5 years’ experience
- Fluent in English and Arabic
- Having a good knowledge of Letter of Credits (LC’s)
- Having a valid Residential Permit (or Transferable)
- Only native Arabic speaking should apply

About the Company

A leading provider of electrical, mechanical, smart systems and water solutions in Lebanon